Executive Assistant, Office of Learning

3 weeks ago

Singapur, Singapore Singapore American School Full time

Overview

The Executive Assistant in the Office of Learning (OOL) is primarily responsible for providing administrative support to the Executive Director of Teaching and Learning and members of the OOL team as assigned.  This position will work and coordinate closely with other members of the Central Administration team.

This position is expected to commence in July/August 2024.

Responsibilities:

  • Set and update the Executive Director of Teaching and Learning's office calendar to ensure that it aligns with stated priorities, including vetting and evaluating requests from internal and external constituents. 
  • Provides administrative support to the executive director of teaching and learning and members of the OOL team as assigned, including travel scheduling, correspondence, communications, and coordination of activities.
  • Maintain strict confidentiality of all records, documents, correspondence, or other relevant information, in a well-organized and accessible manner.
  • Ensure compliance with all school policies and procedures as related to the job responsibilities of this position.
  • Relate courteously and effectively with students, parents, school personnel, community members, Board members, and visitors at all times. 
  • Assist with the communication and managing the relationship with any school suppliers or consultants working closely with the office of learning.
  • Scheduling and organizing major professional development and meeting events (food, room reservations and set up, copies, materials).
  • Place orders, process contract, and Individual Professional Development (iPD) payments, process payment vouchers and reconcile to OOL budget.
  • Manage the SAS tutoring program, managing teacher, student, and family enrollment and payment needs.
  • Manage the teacher iPD program including managing teacher account balances and allocations, managing travel and accommodation scheduling and payment, reimbursement as needed, and overall iPD budget oversight.
  • Manage all OOL contracts with outside consultants, including the visiting artist funds and contracts. Manage travel and accommodation scheduling and payment, contract completion process and final payment, and filing required tax documentation with the Singapore Government. 
  • Performs other administrative functions and duties as assigned.
Qualifications Required:
  • Bachelor's Degree or an LCCI Private Secretarial Certificate or equivalent.
  • An impeccable ability to maintain the strictest and highest confidentiality at all times. 
  • Excellent organizational and office management skills.
  • Demonstrates strong competence in computer applications including Google Docs, spreadsheets, graphics, and presentation applications, with an interest and ability to learn new applications.
  • Excellent interpersonal skills and ability to handle multiple responsibilities and priorities concurrently.
  • Strong English communication skills, both written and oral.
  • Strong Mandarin communication skills (preferred).
  • Positive work attitude and initiative.
  • Ability to work cooperatively and provide assistance as necessary to other members of the Central Administration team, as needed.
  • Strong customer service skills and timely response to requests (staff and parents). 
 


 

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